Title
REQUEST TO AMEND THE AUTHORITY TO TRANSFER DEPARTMENT OF PLANNING & CONSTRUCTION’S ARCHIVAL MATERIALS TO CHICAGO PUBLIC LIBRARY
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that an order be entered amending the authority to transfer the Department of Planning and Construction’s Archival Materials to the Chicago Public Library.
II. Explanation
The Chicago Park District, under the purview of its Department of Planning and Construction, possesses valuable original archival materials, such as architectural plans and drawings, photographs, records, and documents relating to the design, development, and history of Chicago parks (the “Planning Archives”). In 2012, pursuant to Chapter X, Section F, paragraph 4 of the Code of the Chicago Park District, the Board entered an order granting authority to the General Superintendent or his designee to transfer various Park District Planning Department archival materials to the Chicago Public Library. Pursuant to that order, an Intergovernmental Agreement (IGA) was negotiated and executed.
The Chicago Public Library was determined to be the most suitable repository for these Planning Archives for several reasons. Its staff includes professional archivists who are qualified to organize and conserve the collection. The Library houses the collection in one location-the Harold Washington Library-thereby providing public access to the material. The Library has agreed to help raise funds needed to ensure that the remaining archives are digitally scanned properly and stored for all to enjoy for years to come. Finally, the close relationship between our agencies provides the Park District with quick access to the original materials when needed.
Under the IGA, approximately 100,000 plans and drawings and approximately 60,000 photographs, that had already been digitally scanned and inventoried, have been transferred to the Chicago Public Library. However, thousands of material remain that require digital preservation, and sometimes corrective conservation. At this time, the Park District lacks the staff, resources, and proper storage conditions necessary to continue this process.
Under the previous Board authority, no Park District material could be transferred to the Public Library until it had been fully digitized. We seek to amend that authority to allow for the transfer of Planning Archive material that has been inventoried, but is not yet digitized. Continuing the digitization of such material requires funding and specialized personnel that are not available at present. Valuable archival material continues to be at risk of further deterioration. To protect the integrity of the collection, the Park District would maintain access to the Planning Archives material, but as is the current case, no public access would be allowed until items are digitized.
III. Existing Agreement Information (approved 2012)
Grantor: City of Chicago Public Library
400 S. State
Chicago, Illinois 60605
Transfer Type: Intergovernmental Transfer of documents
Granting Instrument: Intergovernmental Agreement
Authorization: Authorize the General Superintendent or his designee to negotiate, enter into, and execute such deeds for personal property with reversionary clause, or other transfer documents, intergovernmental agreements, permanent loan agreements, or amendments to any of these said documents, and perform any and all acts as shall be necessary or advisable in connection with the transactions described herein. Authorize the General Counsel to include other relevant terms and conditions in the written documents, amendments, and transfer instruments. Authorize the Secretary to attest as to the signing of the deeds, agreements and transfer instruments and keep an original copy of such file.